Office Manager (Wellness Coordinator)

Job Description

Job Description

Job Posting : Medical Office Manager / Wellness Coordinator

Location : Deltona, FL

Company : Join a dynamic healthcare team dedicated to excellence in patient care and staff development.

About the Role :

We are seeking a proactive and versatile Medical Office Manager (Wellness Coordinator) to become the operational heart of our practice. This is a true "player-coach" leadership role, responsible for the seamless functioning of our Front Desk, Back Office, and specialized service departments (PSC, DPC, Wellness). You will not only lead and train our team but also be hands-on, ensuring the highest standards of patient care and operational efficiency are met every day. This role is perfect for a growth-minded leader who is excited by the opportunity to directly impact the practices success and be rewarded for it through a lucrative performance bonus structure.

Key Responsibilities :

Leadership & Team Management :

Lead, train, and inspire a multi-department team to uphold our high clinic standards and foster a positive, uplifting work environment.

Manage staff schedules, approve time-off requests, and ensure adequate clinic coverage at all times.

Conduct weekly team huddles to address concerns, streamline communication, and drive continuous improvement.

Oversee payroll processing, including monitoring hours and overtime.

Operational Excellence :

Oversee daily operations, including scheduling, inventory, and strict compliance with HIPAA, OSHA, and Medicare regulations.

Implement and track office systems to ensure workflow efficiency (managing no-shows, referrals, authorizations, calls, and collections).

Manage and optimize our billing, credentialing, and CRM systems.

Patient Experience & Clinical Support :

Serve as the point person for resolving patient concerns, billing issues, and complaints with exceptional professionalism and empathy.

Oversee the accuracy of lab coding and implement systems (like HEDIS care gaps) to ensure the highest quality of patient care and reporting.

Act as a "utility player," willing and able to step in and cover any staff role to maintain seamless patient flow.

Strategic Growth & Client Acquisition :

Lead Management : Proactively engage with and manage all inbound leads from digital and offline channels.

Client Onboarding : Conduct consultations, effectively communicate the value of our wellness services, and successfully enroll new clients.

Client Retention and Expansion : Foster strong relationships with existing clients to ensure satisfaction and encourage the utilization of additional services (upselling).

Reputation Management : Actively seek and collect client testimonials and positive online reviews to enhance the Companys reputation.

Cross-Functional Collaboration : Identify and refer wellness clients who are a good fit for our Direct Primary Care (DPC) program to our DPC Executive Manager.

Who You Are (Our Ideal Candidate) :

You embody a wellness-focused lifestyle and radiate the health and positivity we promote.

A proven leader with experience in healthcare office management or coordination.

A dynamic problem-solver with strong organizational, multitasking, and communication skills.

Engaging and approachable, with a talent for building strong, trust-based relationships with both patients and staff.

A natural relationship-builder with a talent for consultative sales and a drive to grow our client base.

Familiar with medical billing, credentialing, and the operational workflows of a busy clinic.

You are not above any task and lead by example, with a "get it done" attitude.

What We Offer :

A pivotal leadership role where you can make a tangible impact on patient lives and practice growth.

A competitive salary and benefits package, plus a lucrative performance-based bonus structure tied directly to new client acquisition, client expansion, and cross-departmental referrals.

Strong opportunities for career growth and professional development.

A supportive, collaborative, and mission-driven work environment.

Ready to Apply?

If you are a passionate leader ready to ensure the smooth operation of a practice dedicated to making a difference, we encourage you to apply.

Please submit your resume and a brief cover letter explaining why you are the ideal candidate to lead our team.